DoP: Selection & Deployment of System Administrators & Managers

No.Q-25/14/2023_PE-I-DOP(pt)
Government of India
Ministry of Communications
Department of Posts
(Establishment Division)

Dak Bhawan, New Delhi 110001
Dated: 12.10.2023

Subject: Mechanism for Selection and Deployment of System Administrators and System Managers.

This is in continuation of this office letter of even number dated 29.08.2023 vide which Record of Discussions of the National Workshop of ‘System Administrators (SA) / System Managers (SM) of Postal Circles was circulated.

2. The substantive issues that were discussed in the said workshop inter-alia included formulation of a structured mechanism for selection, training and deployment of System Administrators / System Managers. On the lines of consensus arrived in the workshop, following structured mechanism for selection and deployment of System Administrators and System Managers detailed as under is hereby put into place with immediate effect:

a) Nomenclature: 

(i) System Administrator (SA) – Postal Assistants/ Sorting Assistants providing technical assistance in Regional Office (RO) and Circle Office (CO) are classified as System Administrator.

(ii) System Manager (SM) – Postal Assistants / Sorting Assistants providing technical assistance in Divisional Office (DO), Head Post Office. (HO), Sub Post Office (SO), different categories of Mail Office (NSH/PH/CRC etc), PSD and any other category of Departmental Offices are classified as System Managers.

(iii) Mail Overseer (MO)– The cadre of Mail Overseer is being strengthened to provide technical assistance to Branch Offices under their respective beats.

b) Deployment: 

(i) Circle Office / Regional Office —Number of Divisions (Postal / RMS) under direct control of CO /RO will determine the. number of SAs to be deployed in. CO/RO. There shall be one SA for every four Divisions under their control. In addition, one SA will be there to look after the technical assistance for the CO/ RO concerned.

(ii) Postal Division/ RMS Division — The number of System Managers (SM) in a division will depend on the number of Computers/Laptop which are functional. There shall-be one SM for every 30 Computers/ Laptop.

(iii) Branch Post Office– Mail Overseers (MOs) will be providing technical assistance to Branch Post Offices under their beat. MOs may seek assistance of SMs in getting the issues resolved by raising it to CEPT/ Vendor concerned in case the issue remains unresolved.

PMG/CPMG shall have the authority to increase/decrease the number of SAs/ SMs to be deployed in CO/RO / Divisions, if there are justified reasons

c) Roles &Responsibility–

(i) System Administrators / System Managers – They will be exclusively responsible for resolving /troubleshooting any technical challenges that may arise whilst delivering resolution/solutions and troubles faced by users in hardware /software / network etc. related technical issues. In addition, they will assist in monitoring and reporting in connection with technical issues including hardware/ software /network related issues.

System Manager shall raise unresolved issue with the System Administrator. System Administrators will contact the CEPT/ Vendor concerned for resolution of technical issues.

System Administrator / System Manager shall also impart technical training to staff at DTC /RTC/WCTC or at H.O. etc. as per the requirement.

(ii) Mail Overseers – Mail Overseers will. be responsible for resolving/troubleshooting any challenges that may arise whilst delivering resolution / solutions and trouble faced by the BPM /ABPM of Branch Post Offices of their respective beat. MOs may seek assistance of SMs in getting the issues resolved by raising it to CEPT/ Vendor concerned in case the issue remains unresolved.

d) Eligibility Criteria — Eligibility criteria for selection of System Administrator (CO/ RO level) or System Manager (Division) are as under:

Essential

• Postal Assistant / Sorting Assistant with minimum of 2 years of regular service and who has completed probation period successfully or Officials in LSG cadre.
• Educational qualification _ Graduate with Science and Maths at Graduation level. Officials with degree or Diploma in Computer Science, Electronics etc shall also be eligible. Educational Qualification may be relaxed for officials who have worked as System Administrators or System Managers for a period of three years.
• Certification in minimum one of the following Departmental courses available on Dak Karmayogi portal and / or i-GOT Karmayogi portal:

(i) BIMA DEeP ~ Parangat
(ii) Finacle Workflow
(iii) Postal Technology – Parangat

• Candidate shall be clear from Vigilance angle :

Desirable – Candidate having completed following courses shall be given preference:

• Comp TIA A + (Entry level certification covering essential IT skills)
• CCNA (for basic networking knowledge)
• ITIL foundation (focused on IT service management practices and processes)
• Certified Information System Manager (CISM) (emphasizes. information risk management and governance).

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